Internal quality assurance cell

Files to be maintained in Departments

1. Approval and Certification file

 AICTE: Establishment copy, Renewal copy

 Anna University: Establishment copy, Renewal copy , Affiliation Copy, Permanent Affiliation Copy

2. Course File

 Keep the syllabus copy of all regulations

 CDP
 Lesson Plan:
 Plan for same period mentioned in syllabus (e.g. 45 period or 60 period)
 Check availability of textbook and reference books in library
 If supplementary books are given, specify in the Lesson Plan

 Include feedback from previous year staff

 Course material - Hand written copy or printed copy for all units

 Log book
 Delivery plan and implementation
 Previous Years University Question Papers
 Cycle & Model Exam Question Papers with Answers Key
 For sample, Photocopy of assignment from student
 For sample, Photocopy of University revaluation Answer paper
 OHP Sheets, PPTs, NPTEL and other video lectures
 Proof for additional lecture hours for Mathematical oriented subjects
The above mentioned details should be maintained as soft copy and written in DVD.

3 MOU File

MOU FILE SHOULD CONTAIN:

 Requisition letter  Feedback
 Acceptance letter  Visitor register
 MOU certificate

4 Faculty Profile
 Faculty Name List for past 5 years  Relieving Letter (Photocopy)
 Appointment Order (Photocopy)  One page Profile
 Joining Report (Photocopy)

5 Senior Visiting Faculty File

 Faculty Name List
 Appointment Order (Photocopy)
 Visitor Register - Include Name, Working organization, Date, Subject handled and
 Feedback by senior visiting faculty
 Voucher and Acquaintance Report
 One page Profile

6 Temporary Faculty file

 Keep the list for new faculty having less than 6 months of experience in this Institution
 One page Profile

7 Technical and Administrative Staff File

 Keep Technical Staff & Administrative Staff profile

8 Ongoing/Completed Project File

THE FOLLOWING DETAILS SHOULD BE ENCLOSED

 Letter copy of project proposal to/from funding agencies
 Total grants received from funding agencies
 List of Ongoing/Completed projects
 Name of the funding agencies
 Project Details
 Title of the project  Lab Resource used
 Project Summary  Beneficiary of this project
 Name of the Principal Investigator  Status of the Project (Ongoing/completed)
 Faculty and student involved  Revenue Generated / Free of cost
 Duration of the project  Project completion certificate
 Project report
 Details of the facilities created/developed using these grants.(last five years)
 List of industry related projects (project work)
 PG Project reports

9 Research and Development File

 Applied/approval copy for research center

 Copy of objectives of Research and Development committee.(collect from R&D cell)
 Copy of R&D committee member list .(collect from R&D cell)
 Consolidated list of year-wise Publications (Staff And Students) (conference and journals)
 Number of papers published in peer reviewed journals (national/international)
 Books with ISBN with details of publishers
 Number listed in International Database (For e.g. Web of Science, Scopus, Humanities International
Complete, Dare Database - International Social Sciences Directory, EBSCO host, etc.)
 Citation Index – range / average  h-index
 SNIP  Monographs
 SIR  Chapters in Books
 Impact Factor – range / average  Edited Books
 Lab to land research findings
 Inter – Disciplinary research project details (If any)
 Approval letter from R&D committee
 Area, Objective, Abstract, Purpose, Benefits for society & Students
 Requirements of lab/books/journals/technology for doing this research activity
 Prioritized research areas and Experts details
 Details of available experts working in prioritized research area
 Details of Prioritized research Area, Objective, reason for choosing this area.
 Individual research project details - Summary, Report
  Leading research project details - Summary, Report
USE RESEARCH APPRAISAL FORM
SABBATICAL LEAVE DETAILS
 List of faculty using sabbatical leave with name, designation, duration, reason
 Sabbatical leave requisition letter with duration (Use Sabbatical Leave Application Form)
 Faculty have to get bonafide letter from our Institution for sabbatical leave
 Temporary faculty name for replacing sabbatical leave availed faculty
RESEARCH FACILITIES OUTSIDE THE CAMPUS
 Approval copy of accessing resources from other institute/industry
 Details of the institute/industry - Profile
 Provide availability details of Research Facilities which can be utilized/accessed in outside the
campus (equipment/labs/books/journals/etc.)
 Details of the faculty/students utilized this facility with purpose
 List of faculties doing PhD in all universities and also in QIP scheme. Copy of comprehensive /
synopsis/ DC meeting

10 Consultancy Services

 Approval copy of R&D committee for consultancy projects

 Copy of consultancy policy or profile of consultancy
 Project Details
 Title of the consultancy project  Lab Resource used
 Project Summary  Beneficiary of this project
 Name of the Principal Investigator  Status of the Project (Ongoing/completed)
 Faculty and student involved  Revenue Generated / Free of cost
 Duration of the project  Project completion certificate
 Project report
 List of Consultancy Services - Consolidated list
Name of the Program, Name of the faculty, Beneficiary of this program, Mention students name (if
involved), Name of the place, budget details, feedback from beneficiary
 Project (UG/PG) completed in industry, if any
 Major areas of Expert available for consultancy project (Updated in college website).
Use: Staff OD form

11 Student Project file

PROJECT FILE SHOULD CONTAIN FOLLOWING DOCUMENT FOR PAST FOUR YEARS:
 Project List - Mention whether External/Internal, Guide name, Duration, Area of research
 Project report (Title, abstract, Significance of the project, Sources of information, Reference
material, Bibliography, etc...)
 Every year, evaluate and identify best project of your department. (Use: Student Best Project
Award Form)
 Evaluation of marks details (Internal) - Keep senior staff, any one from research committee and
project coordinator as evaluators
 Certificate proof of best project (Give the Best Project based on Originality (concept and
implementation), Innovative, Feasibility, Usefulness to Society)
 Photocopy of Certificate Issued by Industry regarding Project Completion
 Project diary

12 Achievement / Participation file: Faculty and Students

(Inter-college level)
STUDENT ACHIEVEMENT / PARTICIPATION DETAILS SHOULD CONTAIN
 Photocopy of certificate (Achievement / Participation) in National/International
conference/seminar/publication
 Achievement by Students-Name List & Evidence for Getting University Rank
 Student Certificate Photocopy for any other achievements (If any)
 Consolidated list of student participating/achieving in events: Table listing Reg. No, name of the
student, year, name of the event and college participated, date(s) of the event, amount sanctioned,
rewards, if any
 Use : Requisition form and Maintain consolidated expense details of providing registration
fee/TA/DA each year (Spend it from Income generated from consultancy)
FACULTY ACHIEVEMENT DETAILS SHOULD CONTAIN
 Appreciation letter (For producing above 95% of result)
 Promotion order
 Staff achievement award
 Research awards received by the faculty (If any)
 Recognition received by the faculty from reputed professional bodies and agencies, nationally and
internationally (Photocopy of Membership details and Benefits for the Departmental Activities)

13 Association file - Symposium, Conference, Seminar, Workshop conducted (Intra-college

level)

THE FILE SHOULD CONTAIN THE FOLLOWING DOCUMENTS:

 Consolidated list of function conducted. (Program name, Date, Resource person name, Topic)
 Requisition Letter to Chief Guest
 Acceptance by Chief Guest. Thanks letter to guest
 Details of eminent scientist/professor visited for National/International conference (Last 5 years)
 Proof (Invitation, Broucher, photos, students feedback, budget, expenditure details, One Page
Report, Registration form, press & media, Certificate copy)
 Details of joint technical programs and events conducted with other organizations like AICTE, Anna
University, DRDO etc.,
 Chief Guest Profile
 Report
 Function Budget/Magazine/CD if any
 Update Visitor Register

14 Student Profile and Student Diversity

 Name list with their profile - Year wise
 Selected Name List
 Graduate Name list to Find Pass Percentage
 Keep separate list of other state and Tamilnadu students
 Give the reasons for increase/decrease in demand and actions initiated by the college
2013-2014
Number of
S.No Programmes Number of applications Demand Ratio
students
(Sanctioned intake) (Out of 1)
admitted
1. B.E-AERO 60 24 0.4
Example:
Demand ratio = (Number of students admitted/Number of Sanctioned intake)
 15 Classes for Competitive exams
CREATE THE FOLLOWING DOCUMENT: (ONLY FOR GATE, TANCET)
 Name of course, Type of exam
 Team of staff members who conduct the classes for competitive exams.
 Student name list
 Supplementary materials
 Maintain the proof for students who have attended Competitive exams
"Keep the proof for GATE/TANCET/Bank Service – Result"

16 Student progression File

ALUMNI DETAIL
 Collect ID card from students who pursuing degree (or) collect photocopy of certificate from
students who completed their higher degree
 Collect appointment Order (Reference number with date) /ID Card from students who work in
industry
 Self Employment (Visiting Card)
17 Department Resources file
 Department Library
o Number of titles and volumes o Stock Register
o Register for Usage
o Specify whether Book is purchased/Specimen/Donation
 Maintain Reservation Register and Daily-Usage Register for LCD and OHP: Subject Name,
Faculty Name, Date and Duration.
 Wi-Fi Details

18 Welfare Schemes / Scholarship File

 Details of students with fee waiver - Table listing Reg.No, Name of the student, Year, and Amount
 Details of students getting scholarship - Table listing Reg.No, Name of the student, Year, Type of
Scholarship, Amount received
 List of students having excellent performance in curricular, co-curricular and extracurricular
activities
 Fee Concession Provided by Management for excellent performer –If any give Detail
 Type of scholarship (Farmer scholarship/ PMSS/ ARMY / State Government/ Central Government)

19 Value added Course/Enrichment Course/Guest Lecture

THE FILE FOR GUEST LECTURE:

 Requisition letter to chief guest  Function photos
 Acceptance letter from chief guest  Chief guest feedback
 Chief guest profile
 Function report
THE FILE FOR VALUE ADDED COURSE:
 Name of Course  Feedback from students
 Month & Year  Students list
 Certificate copy  Resource person
 Course Duration  Course content
 Objective of the Course
20 IV and IPT file

THE FILE SHOULD CONTAIN THE FOLLOWING DOCUMENTS:

Industrial Visit File:
 Requisition letter to the company  Report of the visit
 Acceptance letter from the company  Student Feedback
 Schedule for the industrial visit  Student name list
IPT file:
Use: IPT Requisition form
 Students certificate copy  Student report and feedback about IPT

21 Class committee Meeting register

THE FILE SHOULD CONTAIN THE FOLLOWING DOCUMENTS:
Class Committee Meeting Register contains
 Meeting should be conducted three in a semester with the presence of Chairperson
 Members of class committee meeting. (HOD, Class in-charge, faculty, boys and girls students -
Mixture of slow, intermediate and advanced learners)
 Agenda and Minutes discussed in class committee meeting
 Discuss about performance in internal assessment tests

22 Extension activities file

EXTENSION ACTIVITIES FILE SHOULD CONTAIN FOLLOWING DOCUMENT:

 As relevant to your department take Research studies/Surveys which useful to the society
(For example. CSE department take survey on Computer Literacy in nearby villages)
 Report of Extension activities:
 Beneficiary of awareness programme - Name list
 Name of the activity, Place, Students Name, No. of students, Purpose, Budget details,
skills learnt during extension activities and participation certificate
 Copy of Objectives and expected outcomes of the extension activities
 Copy of Extension and outreach programme schedule
 Copy of collaboration with the village community, institution and clubs
 Feedback from beneficiary
 Photos
 Copy of awards received by the institution for extension activities and contributions to
social/community development. (Get details from NSS / YRC/ Rotract coordinators)
 Copy of Student and Faculty On Duty for Extension activities
 Use staff OD form
 Use students Permission Form

23 Vision, Mission, Quality policy: Communication to stakeholders

 Display the placard of Vision, Mission and Quality Policy in all Laboratories, HOD room, Class
rooms, Staff room
 Take print out copy from website www.dsengg.ac.in Vision, Mission, Quality policy
 Keep a sample copy of Prospectus 2023-24
 Keep a sample copy of College Magazine which contains Vision, Mission, Quality policy
 Keep photocopy of Newsletter which contains Vision, Mission, Quality policy
 Keep a wrapper copy of record note which has Vision, Mission, Quality Policy
 Display the department vision, mission and PO,PSO
24 Curriculum planning and Implementation File

 Two meetings per semester (beginning and end of semester)

 Assign senior faculty/HOD as course coordinator
Include the following points which discussed in Beginning of the semester:
 Discuss about Rules and Regulation of University and our Institution
 Syllabus:
 How a particular subject is related to previous, current and upcoming semester subjects
 Why the particular subject is taught to the students
 Discuss about distribution of syllabus coverage and the syllabus coverage format and its follow up
 Discuss about syllabus completion for internal assessment test
 Discuss about how to handle the new subjects in recent regulation (If any)
 Discuss about the arrangement of Guest Lecture and Seminar for current semester
 Schedule for Junior Faculty Seminar
Note: Keep the report for suggestion from senior faculty about the junior faculty seminar – e.g. senior
faculty may give suggestion about Quality of content, Quantity of content, Methodology of
teaching – Get signature from Reviewer, HOD and Principal

Include the following points which discussed in End of the semester:

 The follow-up of points which discussed in previous meeting, mention the deviation (if any) and
discuss why the deviation occurs
 Discuss about recommendation to Board of Study (If any)
 Discuss about the progression of slow learners through remedial classes
 Ask faculty to discuss with students how to present answers in University examinations

25 Parents – Teachers meeting register

Periodical Meeting
Meeting should be conducted once in a semester
 Agenda
 Minutes of meeting

General Visit of parents should contain following details:

Name of the Name of the parent with mobile no. Points discussed in
S. Reg. No.
student & signature general visit
No

26 Remedial class File

REMEDIAL CLASS FILE SHOULD CONTAIN THE FOLLOWING DETAIL - PREPARE FOR
ALL ASSESSMENT
Academic year/Semester:
Name of the subject/ Subject code:
Name of the faculty:
Slow learners are identified based on: Cycle test -1/Cycle test -2/Model exam/Any other
Remedial class schedule:
Attendance
Remedial class improvement report:
S.No Reg.No. Name of the student Marks in previous Marks in next
Assessment Assessment
(Before remedial class) (After remedial class)

Coaching class Schedule and its follow up

27 Library Resources File

Get details from Librarian: (Relevant to your department)

 Number of titles and volumes of your department books available in central library
 Name of the Journals/e-journals
 List of the NPTEL videos in our Library
 Keep details of books available in book bank for SC/ST and Economically weaker students
 Check the availability of books for GATE, TANCET, TOEFL, Civil Services and Research in
central library

28 Mini Project/Innovative Assignment File

MINI PROJECT/INNOVATIVE ASSIGNMENT FILE SHOULD CONTAIN:

 Keep atleast two reports (Mini project and Assignment) per semester
 List of Students, Project/Assignment details, Batch list
 Report (Abstract, Purpose, Methodology, Block diagram, Outcome, Conclusion, References)
Use: Innovative Assignment Form

29 Elective paper selection File

 Department should justify for selected elective for each semester based on Students Employability /
Research scope/Students curiosity/Self-Employability
 Elective options collected from the students
 Maintain analysis report for elective papers

30 Bridge Course File

FOR ALL DEPARTMENTS:

 Conduct bridge course for first two days of every semester
 Keep the report and feedback from students
FOR S&H ONLY:
 Course name, Objectives, prerequisite, Syllabus, duration, course time table, evaluation process
 Requisition letter to experts
 Acceptance letter from experts
 Expert profile
 Number of enrolled students with name list
 Students feedback
 Signature in the visitors register

31 Anna University Correspondence File

 Anna university circulars

 Internal assessment Schedule (Web Portal Entry Circulars)

32 Result Analysis File

 Result copy and Analysis (Batch/Semester wise)

  Corrective and Preventive Action

33 Faculty Appraisal file

 Certificate copy for faculty members who have attended workshop, seminar, FDP (Faculty
Development Program), STP (Staff Training Program) and Conferences in other colleges
 Certificate proof of staff enrichment program conducted by our institution like STP/FDP/career
orientation program (Both for teaching and technical staff)
 Staff Feedback about the STP/FDP
 Keep the competent matrix – (Subject option form)
 Faculty self appraisal
 HOD appraisal on faculty

34 Academic & Personal Counseling File

 Nominate special counselor for physically challenged students, if any

 Academic Counselor name with student detail (20 students)
 Summary of counseling detail & Action taken
 Student Profile

35 HOD - Faculty meeting Register

MINUTES OF MEETING REGISTER CONTAINS:

 Discuss about improvements in teaching- learning process and Research activities
 Add points in MOM register which discussed in principal meeting
 Points discussed in various committee meeting should be discussed during department meeting

36 Laboratory File and Budget file

 Files to be maintained in the laboratory for the details of available System/Instruments/Machine

(License for available Software / Hardware, Student and system ratio-as per AICTE norms)
 Yearly budget detail for last 5 years (for computer, instruments, equipments and furniture)
 Repair & Maintenance register with Department requisition letter (about the problem and actual
expenditure) Status of the problem & calibration certificate proof (If any)
 Interdisciplinary student and staff Register (Entry For last 5 years)
Note: For example, if any student from X department utilizes the facility of Y department lab, the
following details should be maintained in the Y department.

S.No Name of the student/staff Department/year Purpose of visit Signature

 Stock Register
 Movement Register
 Collaborative research facility and name of the lab
 Lab monitoring committee
 Students, Faculty entry register

37 Feedback from stakeholders

FEEDBACK FROM FACULTY, ACADEMIC EXPERTS, INDUSTRIAL EXPERTS, STUDENTS
(Beginning and End of the semester),
ALUMNI, PARENTS AND RECRUITER ON CURRICULUM, TEACHING-LEARNING
PROCESS, INFRASTRUCTURE, RESEARCH:
Use Feedback form from Stakeholders once in a year.
1. Maintain Quantitative analysis of feedback
2. Feedback should be constructive but different suggestions from stakeholders
3. Collected feedback should send to Academic Affairs committee
4. Try to get proof for faculty attending workshop/FDP conducted by Anna University, relevant to
design and development of curriculum/syllabi (If any)

38 Reason for new PG programmes

 Keep a copy of Proposal letter and AICTE approval letter of PG programmes offered by the
department (M.E COMMUNICATION SYSTEMS, M.E POWER ELECTRONICS AND DRIVES,
M.E CSE [SPECILIZATION IN NETWORK],)
 Give reasons for proposing a new PG programmes – It should match with Vision and Mission of our
college

39 Professional Societies
 List of Professional Societies and its action plan.
 Professional societies activities
 One page report

40 Best practices
 Identify any two best practices with evidence in your department based on,
 Curricular aspects  Student support and progression
 Teaching and learning process  Social Responsibility
 Research  Leadership and governance
Note: It should not match with other department’s healthy practices

41 Course content

For each semester,

 Faculty name list
 Student name list
 Academic calendar
 Academic workload
 Timetable